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Invoice Overview

Shivam Kumar avatar
Written by Shivam Kumar
Updated over 11 months ago

Once you save the invoice you have created, you will get directed to invoice overview where you will find all the details of the invoice. Let us discuss those one by one. If you land on basket, just click on to get to the overview.

Title

On the top you will find the title (name) of the invoice you have created.

Invoice to Information

In this section you will find billing account number, billing account details, billing account address, contact, billing account VAT code and invoice status. You will also find this button.

Under this button, you will find these options:

  • Edit Bill to: This button is only shown if the user has right to edit the accounts

  • Change bill to: If you want to change the account on which the invoice has been created, you select this option. Once you select the account, you will get pop-up to confirm, once you click on Okay the account will be changed.

  • Edit bill to contact: This button is shown only if the user has right to edit contact.

  • Change bill to contact: Clicking on the this will show a list of contacts for the bill to account with a check box, where you can select one and confirm

You can also find invoice status under this section. Following is the explanation of all statuses:

  • Open: New invoice created on the portal, a sales order “sent to invoice”, or the Wello background generates invoices for contracts and work orders in this status based on the configuration.

  • Ready for review: Invoice is prepared and ready for a review in-case it needs to be approved before sending.

  • Waiting: Ongoing discussion with the customer, before the invoice is sent.

  • Printed: Invoice is printed. But is not sent to the customer yet. Only available in-case a plugin is not configured to send the invoices to the ERP.

  • Sent to customer: Invoice is sent to the customer. Only available in-case a plugin is not configured to send the invoices to the ERP.

  • Cancelled: Order is cancelled by the user. A reason for cancellations is asked.

Ordered by Information

This section includes Account name, Account address and the contacts linked to the accounts. The contact section shows a popup with a list of contact's for the account, with a check box where you can select one and confirm.

Pricing Information

Under this, the first and required section is of price list. You can add your new price list by clicking on "+add new", enter "Code", "Name" and click on save.

The next option is to select Discount Group. If discount group is set to 'Manual' then it allows entry of value in Invoice discount.

Invoice Information

  1. Source: It is the intervention where the invoice comes from. The source can be from Work order, Contract, Sales order or Manual.

  2. Order Amount: This shows the order amount excluding of the VAT.

    If minimum_order_amount > order_amount then ????

    If minimum_order_amount <= order_amount then green text

  3. Due Date: The due date is automatically computed from the financial settings of the bill to party. In there you can set 2 settings: how much days and a checkbox “end of month”. The invoice will apply those logics as from the invoice generation (when invoice gets its final reference number, which is when sending invoice to customer or printing the pdf)
    If the Bill to has no due date logics set, the due date will be the day of invoice generation. Of course, user can manually overwrite this.

  4. Payment method: Here you can select the mode of payment through which you want to pay your dues.

  5. Document Language: This defines the language of the whole document of the invoice.

  6. Created By: This contains the name of the user who creates the invoice.

  7. Created at: This contains the date and time when the invoice is created.

Modal Definition

When invoice status changes to ‘Send to Customer’ and user decides to send the email or feeds component compose email will trigger this popup.

After pressing the send button, the status changes to ‘Sent to Customer’, and invoice is set to read-only. Invoice communication is put on the e-mail communications e-mail.

Invoice Number Logic

Invoice number is generated when the invoice is “Sent to Customer”. Invoice number will have following format {year}{prefix}{start_number}+{sequence_number_per_year}. CN is only added in case of credit notes. {prefix} and {start_number} are configured in the settings sales general setting.

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